New Employee Onboarding Process - UNC Charlotte

1 New Employee Onboarding Process Preparation Orientation Follow-up New Employee Onboarding Process Engagement Integration Human Resources What is Onboarding ? Onboarding a strategic Process of bringing a new Employee to the organization and providing information, training, mentoring and coaching throughout the transition. The Process begins at the acceptance of an offer and throughout the first six to twelve months of employment. Human Resources Why A Strategic Onboarding Process ? We need to rethink how we bring new employees into UNC Charlotte Chancellor Dubois - 2008 Fall Convocation Roughly 25% of our permanent staff have been at UNC Charlotte for two years or less and that, with expected retirements and growth, we face a growing challenge to properly orient and train hundreds of new employees Chancellor Dubois - 2009 Fall Convocation Human Resources Why A Strategic Onboarding Process ?

2 The relationship between the new Employee and the manager is the determining factor in whether the new Employee stays with an organization Aberdeen Group Research Co. Employees will decide within 10 days if they intend to stay with the organization or begin looking for a different job Research by the Office of State Personnel Human Resources New Employee Onboarding Objectives Create a positive Onboarding experience that: Facilitates the new Employee 's ability to contribute in the new role. Increases the new Employee 's comfort level in the new role. Reinforces his/her decision to join the university. Enhances productivity. Encourages commitment and Employee engagement. Human Resources Onboarding Process Objectives Influence the new Employee 's decision to work here: UNC Charlotte is my employer of choice!

3 I am engaged in my work. I belong here. I am contributing to the success of the University. I want a long career here! Increase new Employee retention rate Human Resources Stages of the Process Stage Definition Preparation Pre-arrival, first day thru first month activities that acclimate the new Employee to the culture, team, work environment, and introduce to policies and procedures and online modules. Orientation HR New Employee Orientation online, classroom, Benefits training and department specific orientation. Integration Employee development planning by supervisor and Employee 's attendance in HR staff development training ( LEAD or ASPIRE). Engagement Developing university awareness, building relationships, meeting performance expectations and contributing to the University's success.

4 Follow-up Monitoring and measuring the effectiveness of the Onboarding Process . Human Resources Onboarding Duration Stage Duration Preparation Pre-arrival, first day thru first month Orientation Classroom Training (First and Third Tuesday and Wednesday of each month 8:30am to 4:30pm each day), Benefits and department specific timeframes Integration First six months up to probationary decision Engagement One to twelve months Follow-up 90 days and six months Human Resources Onboarding Process Tools Preparation Orientation Follow-up New Employee Onboarding Process Engagement Integration Human Resources Preparation Tools Description Provides supervisors with a step -by- New step Process (from pre-arrival thru Supervisor/ the first three to six months) for Preparation bringing new employees on board to Mentor the University.

5 Checklist Mentor assists the Supervisor in the Onboarding Process and serves as a New Employee mentor to the new Employee Onboarding Six online modules (below) are completed by Process NEO Online the new Employee prior to attending the 49er classroom orientation. General Information Connect Welcome to the University Benefits and Services Modules Employment Policies and Procedures Safety Time and Attendance Reporting NewNew Link located on the Human Resources website. Employee Website Human Resources Location of Onboarding Tools Preparation Supervisor/Mentor Checklist Follow-Up Orientation Employee Development Plan Onboarding Process (EDP). Password: supervisor Engagement Integration New Employee Website Human Resources Supervisor/Mentor Checklist Why use it? Guides supervisor through the Onboarding Process Is simple to use Can be used to integrate an existing Employee (or transferred).

6 Contains flexibility (not meant to restrict). Serves a documentation Helps with planning Promotes consistency across the organization Human Resources Mentor Participation A Mentor . Is a peer Employee who will help supervisors onboard the new Employee . May assist in the training of the new Employee . Is assigned by the supervisor. Is a positive, high performing Employee (3 . performance rating). Is responsible for completion of specified mentor assignments on checklist. Human Resources Employee Development Plan (EDP). Why use it? Helps supervisor identify and plan learning opportunities and activities for supporting and developing the competencies of the new Employee . Human Resources New Employee Website Why use it? Serves as a portal of information, all in one place, that is important for acclimating a new Employee to the University.

7 Can be used as a referral tool by the supervisor. Helps jump start the new Employee 's awareness and knowledge of the University before arriving on campus. Human Resources New Employee Classroom Orientation Event Description New The HR & Benefits orientation is offered every 1st and 3rd Employee Tuesday and Wednesday of Classroom each month. The focus of the classroom training includes: Orientation Orientation Reinforcement of key areas New Employee introduced in the online Onboarding modules. Process Increase safety awareness at UNC Charlotte . Overview of computer support & technical training. Skill development in diversity, communications and customer service Increases understanding of university culture and history Department Departments specific orientations should continue Orientation as usual.

8 Human Resources Integration Tools Description Supervisors will use this document to identify and New: plan training and learning Employee activities to meet and support the competency New Employee Development expectations of the new Onboarding Plan (EDP) Employee during the first six months to one year. Process Employee New employees can register online or by phone Learning & to participate in learning Development and development Integration opportunities. Training Catalog Human Resources Engagement Activities Description University Committee involvement Volunteer opportunities (49er Involvement Family Weekend, Commencement, International Festival, etc.). Attend lectures, etc. New Employee Onboarding Department Lead meetings Make a presentation Process Involvement Take on a leadership role Holiday/Birthday celebration planning committee UNC Charlotte Health Awareness Walks ( Engagement March of Dimes, RuBiRu 5K, Community Breast Cancer Awareness Involvement Walks).

9 Networking/ Faculty/Staff Reception Staff Picnic Social UNC Charlotte Toastmasters Activities Human Resources Follow-Up Tools/Activities Description An evaluation form given to New: 90-Day new employees by HR to learn Evaluation about the first three-month Checklist Onboarding experience. Follow-up Measures what was done. New Employee An evaluation form sent by HR. Onboarding New: Six- to learn about the total Process Month Onboarding experience. Evaluation Measures new employees'. experience. Form Supervisor's Decision made by supervisor to grant new Employee Probationary permanent employment status. Decision *Attach Supervisor/Mentor Checklist to Probationary Form Human Resources Follow-Up Why follow-up? Monitor and measure the success of the Onboarding Process . Determine if objectives are being met.

10 Examine what is and is not working. Uncover areas for improvement. Human Resources Onboarding Responsibilities Stage Supervisor New Employee HR & Training Preparation Use Supervisor Visit Website Provide Info/Coaching /Mentor Checklist & Sessions for Supervisors Read First Day Checklist EDP Provide Checklist, EDP. Info. Refer to NE and NE Website links on Website Complete Online Supervisor's Form's Modules/ Website HR Contact Crystal Use 90 Day Evaluation Garris @ 7-3284. Orientation Remind new Attend 2-day orientation Offer orientation, campus employees to tour and IT training attend HR class Integration Use EDP to Implement the activities Serve as a coach in the develop learning of the EDP Process and use of EDP. plan Engagement Encourage Participate in & get Provide opportunities for Participation involved in campus events learning & engagement Follow-Up Include Provide 90-day & 6- Receive 90-day, 6 mo.